Office Administrator - Part-Time at Ocean Capital · City of…

Brunswick Brokers is hiring for a part-time Office Administrator in Saint John, New Brunswick.

Brunswick Brokers is one of Atlantic Canada’s premiere boutique full-service Commercial Real Estate Brokerages. Our team advises local, regional, national and international clients on a diverse range of commercial real estate matters. With a combined 100+ years of industry experience, an extensive contact database, and detailed market research and analysis, our team takes pride in helping every client achieve their goals.

We are currently searching for a Part-Time Office Administrator to join our growing team in our Saint John, NB office. This role will oversee daily office operations in Saint John, track and maintain property listings, support sales, marketing and research activities, coordinating office activities to maintain a smooth productive flow of deals through the brokerage, and manage office budgets and supplies. Key responsibilities include assisting the President and sales team in ensuring all documentation related to compliance with real estate laws are in order, assisting the President in the preparation of reporting for the leadership team and board, and ensuring the sales team has the materials they need to be productive in the field.

Responsibilities

Office Administration:

• Receiving inquiries from clients contacting BB office directly by phone or email and ensuring that all general inquiries are directed to management and the sales team in a timely manner.
• Serve as the first point of contact for visitors, clients, tenants, landlords, vendors, and industry contacts in the Saint John Office.
• Answer, screen, and direct telephone calls, emails, and general inquiries.
• Monitor and manage the brokerage's general email inbox and distribute correspondence per management direction.
• Maintain general office electronic and paper filing systems, ensuring documents are organized and readily accessible.
• Maintain office supplies, IT equipment, and other general day-to-day office administration as required.
• Process incoming and outgoing mail, courier deliveries, and document packages.
• Maintain office policies, procedures, forms, and templates.
• Support bookkeeping administration by organizing invoices, receipts, expense reports, and records for senior leadership.
• Assist with onboarding new employees, contractors, and salespersons, including account setup and documentation and associated IT requirements.
• Track employee and contractor certifications, licenses, and memberships
• Support special projects and operational initiatives as assigned by management.

Management Reporting:

• Assist the President and Controller in the preparation and management of budgets and financial reporting packages including monthly quarterly, and annual reporting packages for Owners and Board of Directors.

Marketing and Research Support:

• Assist Marketing and Research Coordinator in the maintenance of databases and listing spreadsheets, ensuring data integrity, and organization of shared files.
• Assist Marketing and Research Coordinator in the preparation of and assembly of marketing materials for key clients.
• Maintain database of signage in field to ensure marketing assets are tracked.

Qualifications

• Technical Proficiency: Strong computer skills, especially with Microsoft Excel, and experience with communication and file-sharing software.
• Organizational Skills: Excellent time management, attention to detail, and the ability to manage multiple projects simultaneously.
• Communication: Strong written and verbal communication skills for liaising with agents, clients, and management.
• Problem-Solving: Ability to identify and resolve issues efficiently.
• Real Estate Knowledge: A basic understanding of real estate laws, regulations, processes and procedures would be an asset.
• Education & Experience: A high school diploma or equivalent is required, with a Bachelor's degree preferred. Prior experience in office management or the real estate field is preferred.

If you are interested in pursuing this opportunity, please apply with a resume and cover letter.